Project management office

Project management office
See also
Tasks of project manager Project management plan Matrix of responsibility Work breakdown structure (WBS) Large-scale scrum Centralized management Program manager Project team Team structure

Project management office is a dedicated group of individuals who are responsible for managing the planning, execution, and closure of a project. Project management office is tasked with ensuring that the project is completed on time and within the budget, while meeting customer expectations. The project management office is responsible for scheduling, resource allocation, risk management, and quality assurance.

Example of Project management office

Project management office is an organizational unit within a company that is responsible for the management of projects. It is responsible for the planning, execution, and closure of projects, while ensuring that the project meets customer expectations and is completed on time and within the budget. The project management office is also responsible for scheduling, resource allocation, risk management, and quality assurance across all projects.

The primary responsibilities of the project management office include:

• Scheduling: The project management office is responsible for creating a timeline for the project, as well as managing and monitoring the progress of the project. They are also responsible for ensuring that all tasks are completed on time and that the project is completed within the allotted time frame.
• Resource Allocation: The project management office is responsible for allocating resources to each task in the project, ensuring that the right resources are available at the right times. They are also responsible for ensuring that the project is budgeted correctly, and that any changes in the budget are communicated to the stakeholders.
• Risk Management: The project management office is responsible for assessing and managing any risks associated with the project. They are tasked with identifying and mitigating any potential risks that could affect the project, as well as ensuring that any risks that do arise are addressed in a timely manner.
• Quality Assurance: The project management office is responsible for ensuring that the project is completed to the required quality standards. This includes setting quality standards and conducting quality assurance checks throughout the project.

In summary, the project management office is responsible for scheduling, resource allocation, risk management, and quality assurance for a project, ensuring that the project is completed on time and within the budget, while meeting customer expectations.

When to use Project management office

Project management office should be used when a project is complex and requires a dedicated team to manage it. As the project management office is responsible for managing the planning, execution, and closure of a project, it is an ideal solution for projects that require coordination of multiple teams and resources, as well as projects that require risk management and quality assurance. Furthermore, the project management office can also help ensure that the project is completed on time and within the budget, and that customer expectations are met.

Types of Project management office

Project management offices can be divided into two main types: centralized and decentralized.

• Centralized: A centralized project management office is responsible for all the project management tasks across a company. This means that they are responsible for setting project standards, managing resources, and ensuring that the project is completed on time and within budget.
• Decentralized: A decentralized project management office is responsible for managing the project management tasks in a specific department or division. This means that they are responsible for setting project standards, managing resources, and ensuring that the project is completed on time and within budget for their specific department or division.

Advantages of Project management office

The advantages of having a project management office include:

• Increased efficiency: By having a dedicated team of individuals responsible for the project, there is a greater chance of the project being completed in a timely manner. This increases the efficiency of the project, resulting in cost savings and improved customer satisfaction.
• Improved communication: By having a team of dedicated individuals in charge of the project, communication between stakeholders is improved. This allows for better decision-making, as well as improved collaboration between stakeholders.
• Improved quality: By having a dedicated team in charge of the project, the quality of the project is improved. This is because the team is focused on ensuring that all tasks are completed to the highest standards.
• Reduced costs: By having a dedicated team in charge of the project, the cost of the project is reduced. This is because the team is focused on ensuring that the project is completed within the allotted budget.

Limitations of Project management office

Project management office is a great asset for project management, but it can also have its limitations. The primary limitations of a project management office are:

• Limited Resources: Project management offices are often limited by the resources available to them. This can mean that they are unable to take on larger projects, or that they have difficulty in completing projects in a timely manner.
• Limited Knowledge: Project management offices are often limited by their knowledge of the project and their experience with similar projects. This can lead to mistakes in the project plan, or delays in the project due to a lack of knowledge.
• Limited Communication: Project management offices are often limited in their ability to communicate with other stakeholders in the project. This can lead to misunderstandings, delays, and a lack of trust between the project team and other stakeholders.

Other approaches related to Project management office

Project management offices can employ a variety of approaches to ensure that projects are completed efficiently and effectively. These approaches include:

• Agile Methodology: Agile methodology is an approach to project management that focuses on the rapid delivery of working software. This methodology encourages collaboration and continuous improvement, and involves frequent re-evaluation of the project plan.
• Lean Methodology: Lean methodology is an approach to project management that focuses on eliminating waste and improving the efficiency of the project. It emphasizes the use of systems thinking and data-driven decision making in order to create a more efficient workflow.
• Waterfall Methodology: Waterfall methodology is an approach to project management that follows a linear, step-by-step approach to project management. It is a traditional approach to project management that emphasizes careful planning and managing expectations.

In summary, project management offices can employ a variety of approaches to project management, including Agile, Lean, and Waterfall methodologies, in order to ensure that projects are completed efficiently and effectively.

Suggested literature

• Monteiro, A., Santos, V., & Varajão, J. (2016). Project management office models–a review. Procedía computer science, 100, 1085-1094.
• Dai, C. X., & Wells, W. G. (2004). An exploration of project management office features and their relationship to project performance. International journal of project management, 22(7), 523-532.
• Darling, E. J., & Whitty, S. J. (2016). The project management office: It’s just not what it used to be. International Journal of Managing Projects in Business, 9(2), 282-308.